Privacy Policy

Information We Collect

When you visit civwatch.polsia.app, our servers automatically receive your IP address, browser type, referring page, and a coarse timezone. We also record the timestamps and pages you view. We use this information only to operate the site, measure aggregate traffic, and detect abuse — never to build a personal profile or sell to third parties.

When you request early access or sign up for an account, we collect the contact details you provide (typically a name, work email, organization, and role). Operating customers additionally provide the municipal data sources they authorize CivWatch to monitor — permit portals, zoning databases, and landmark registers — together with administrator and end-user credentials for those systems.

CivWatch indexes the public-content surfaces of authorized municipal sources: permit filings, zoning amendments, variance applications, and landmark inventory records surfaced through the connected portals. We treat these as the data our customers have asked us to monitor on their behalf and do not accumulate or share them beyond the requesting organization.

How We Use Information

We use the information we collect to (a) operate and improve the CivWatch service, including its agents, conflict-detection models, and drafted-response generation; (b) authenticate authorized users and bill customers; (c) communicate with you about the service, including security, incident, and changelog notices; and (d) respond to support requests and legal inquiries.

We do not use customer-authorized municipal data to train general-purpose AI models, and we do not sell, rent, or trade any information we collect — visitor or customer — to third-party data brokers.

Sharing & Disclosure

We share information only with a small set of vendors who help us operate: a managed Postgres provider that hosts our database, an email delivery provider that sends transactional and operational messages, a payment processor for billing, and a cloud monitoring service that tracks application health. Each vendor receives only the data it needs to perform its role and is contractually obligated to protect it.

We disclose information when we believe in good faith that it is necessary to comply with a subpoena, court order, or applicable law; to protect the rights, property, or safety of CivWatch, our customers, or the public; or in connection with a merger, acquisition, or sale of assets — in which case the receiving party inherits this policy.

We never share customer-authorized municipal monitoring data with any party other than the customer organization that authorized it.

Data Security & Retention

CivWatch transmits data over TLS, stores credentials in encrypted vaults, isolates each customer organization in its own logical tenant, and restricts employee access on a need-to-know basis. Production access is logged and reviewed.

We retain operational logs and account information for as long as your account is active. If you cancel, we delete operational logs and account records within 30 days, except where retention is required for tax, billing, or legal-record obligations. Indexes of customer-authorized municipal sources are deleted alongside the rest of your tenant data.

Cookies & Analytics

CivWatch uses a small set of strictly necessary cookies to keep you signed in and to protect against abuse. We do not use third-party advertising cookies or cross-site tracking cookies.

We use a first-party analytics tool to measure aggregate, de-identified page traffic — page paths, referrers, and country-level geography. We retain no record that ties an individual session back to a real person, and you can opt out by disabling JavaScript in your browser without losing access to the site.

Your Rights & Choices

If you are a CivWatch customer, you can review, export, or delete the information associated with your organization at any time from the workspace settings, or by emailing civwatch@polsia.app. Organization administrators can invite teammates, change roles, and revoke access without our involvement.

If you are a website visitor and want to know what we have recorded about a specific browser session, or want it deleted, email civwatch@polsia.app and we will respond within two business days.

Third-Party Services & Customer Data

CivWatch reads the public surfaces of municipal data sources authorized by our customers. Those sources are governed by the policies of the originating municipalities. We do not republish or resell indexed municipal data; the indexes exist only to serve the customer that authorized the monitoring.

When CivWatch generates an alert, a public-comment draft, or a Section 106 consultation letter on a customer’s behalf, the output is owned by the customer. We do not retain generated drafts beyond the lifetime of the active tenant.

Changes to This Policy & How to Contact Us

We will update this policy when our practices change. The "Last updated" date at the top of this page reflects the most recent revision; for material changes, we will email active customers and post a banner in the application for at least 30 days before the new terms take effect.

CivWatch is operated by Polsia. For any question about this policy, to exercise a right described above, or to lodge a complaint, email civwatch@polsia.app and we will respond within two business days.